The ICON System
description
Transcript of The ICON System
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Managing property portfolios, controlling construction projects and maintaining
corporate design standards all require information that is accurate, easily
updated and available at all times.
Introducing ICON Managing information: your business's most valuable asset.
Enterprise-wide Property Information Management, Business Process Management
and Document Management for over 5,200 users from more than 3,800 companies.
The ICON System is a web-based business process, electronic
document and specification management application. The system
provides a set of solutions which help users communicate project
information prior to, during and after the construction process. The
solutions are also used to manage the assets and maintenance of large
property portfolios.
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ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON has a number of solutions to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
Key Web-Based Solutions:
Introducing ICON
Since in 1995 ICON has been specialising in construction industry information management. The ICON System has been
in continual development since 2001.
The company has a number of teams that deal with client liaison, information management and system development. Employees have a mixture of backgrounds such as Architecture, Retail, IT, Public
Sector and Training.
Information Management Specialists
The ICON System is currently in use by large retailers including Sainsbury’s, Boots, ASDA, Greggs, John Lewis and Waitrose. They use the ICON system to manage various aspects of their property portfolio throughout the complete
property life-cycle.
The ICON system can store and manage every conceivable piece of information about all of your properties from concepts, design specifications, construction, shop-fitting, health and
safety, maintenance, surveys, etc..
By choosing the solutions you require, the system can be set-up to meet the needs
of a particular business and budget.
The best-selling solutions are for Business Process Management, Document Management and Specification
Management.
The System is hosted and managed by ICON, giving you no software installation issues, peace of mind and no
maintenance.
It provides a single source of accurate up-to-date information with immediate updates and text alerts for urgent
notifications.
It allows efficient recording of all types of building surveys and enables project
tracking and reporting in real time.
CAD and BIM Integration is available, with the holding of a fully versioned CAD
library of all your drawings and models.
” “ The system is supported by ICON’s unique service to assist customers in its
implementation and on-going use.
Nicola Bingley, Customer Services Manager, ICON
Business Process Management
Document Management
Specification Management
Project Tracking and Reporting
CAD and BIM Integration
Property Management
Survey Information Management
Asbestos Information Management
Health and Safety File Coordination
and Storage
Statutory Certification Management
KPI Scoring
Announcement Management
”
“ The System is distributed on a
‘Software as a Service’ (SaaS)
basis. The service is charged
for on a monthly subscription
basis.
SaaS removes the need for
organisations to handle the
installation, set-up and daily
maintenance often associated
with other systems.
Chris Lovelock
Managing Director
ICON
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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Part of the core functionality of the ICON System is a template driven, web-
based interface used to record, track and report on information.
Business Process Management In the course of any business, gathering, updating and reporting on information
accurately and in a timely manner is key to delivering any project on time and on
budget: forms need filling, reports need creating.
This functionality is of use to any business type as it can be used to
drive and deliver a whole range of business processes.
Using the system provides consistency in that there is only one place
when the information is logged and updated rather than, as often
happens, multiple copies of reports being held and updated by
different people.
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Business Process Management solution is one of a number of products to help those involved in Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
The ICON Solution
Any paper-based form can be configured
as a template in the ICON System. The
template is then used as a basis for
whatever the business project is, a team
of users is assigned to the project,
permissions are granted and the
gathering and disseminating of
information can begin.
It is also quick and easy to set-up
multiple projects at the same time,
based upon the same or differing
templates.
Information can be input by any member
of a chosen team of users. By defining
permissions, team members will only see
the information they are meant to see;
they can only edit the information they
are meant to edit.
The system records a full audit history;
for example who changed a date and
when, when a price was increased and
who made the change, etc..
File Handling
Any type of document can be uploaded to
the system. Folder structures mimic
Windows Explorer and can go to as many
levels as required. Permissions such as
full, read-only and hidden, can be set at
folder level. All uploads and downloads
are tracked.
The ICON System has three types of
folder. Firstly, a 'standard' folder for any
type of document. Next a 'photograph'
folder which displays images in a
thumbnail format. The third type is a
'certificate' folder where documents are
assigned a ‘valid from’ date and ‘validity
duration’ for tracking when inspections
are due.
Reporting
A simple reporting tool allows on-the-fly
reporting. Selected users can choose
which information to report on and have
that information compiled into an Excel
spreadsheet which is then immediately
made available for download.
” “ The beauty of the system is in its simplicity. Within half an hour an
administrator can set-up a template to record information with a
corresponding folder structure then start the recording process.
Chris Lovelock, ICON
”
“ The system provides complex
reporting in the format of on-
line dashboards which can
have RAG (red, amber, green)
statuses, key dates flagged
etc.. Reports can be created
showing what has changed
since the last time the report
was run.
Rob Wylie, ICON
Standard Information types:
Templates can be based upon the any of
the following types of information:
Checkbox, for 'yes' or 'no'
Company, a company
Contact, a user
Date, in dd/mm/yy or yyyy format
Financial, i.e. cost in pounds sterling
Hyperlink, a link to any web page
Image, to display a picture in the
template
Note, a free-form text box
Number, any numerical value
Radio, a set of radio button options
Selection, a drop-down list of options
Value, a single line of free-form text
(Note: more complex information types
such as Calculations, Stages, Links, Triggers
and Dependencies are also available.)
Create your template from a whole range of
information types.
Assign permissions to information groups.
Create a folder structure for any documents
you may want to store.
© ICON - Feb 2012
Choose what information to report on.
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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A good project manager has to ensure that the project team can easily
communicate accurate information to other team members, providing secure
access and tracking who created, viewed and changed information.
Electronic Document Management Poor communication and ineffective collaboration on a project can result in a lack
of consistent information, errors, a less efficient workforce, wastage, timescales
being missed and so on.
ICON’s Project Collaboration solution allows the project team to
securely publish and access a range of documents including
spreadsheets, CAD drawings, photographs, certificates, to a central
location, as and when needed.
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ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Document Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
Key Features:
The ICON Solution
Uploading documents to various parts of the system is a simple process. The system has been designed to function without the need to install additional software. A free plug-in is available which provides enhanced file handling capabilities and helps with the file upload process. The system’s file handling functionality allows administrators to:
Create highly flexible folder structures with sub-folder hierarchies
Set various folder permissions such as Read-Only, Viewable or Full Control.
Users can:
Simply navigate through a folder based structure that includes easy to view file counters
Search and sort files by name, category, version, upload date etc.
Upload and download files without a plug-in
Using a free plug-in, bulk upload multiple files
Download sets of chosen files using a file ‘download basket’
Lock a file whilst it’s being worked on
Email document issue notifications directly from the system to other team members
Track other users issued drawings with ‘My Tasks’
Track a file’s complete version history; with access to all previous file versions.
ICON’s Construction Project Collaboration solution can be used on its own or as an integral part of a set of solutions such as Project Tracking, Statutory Certification, Health and Safety File and Asbestos
Management.
” “ Navigation should be instantly familiar to any Windows user who will be
able to navigate through folders and sub-folders to upload or download
files as required.
Rob Wylie, ICON
Highly flexible folder structures with
sub-folder hierarchies
Simple navigation, searching and
sorting
Multiple file uploads
‘Drawing issue sheet’ style document
notifications
Photograph folders display easy to
view thumbnail images
Certificate folders to track test and
inspection dates
Document locking.
”
“ Our aim is to make
information easy to share and
easy to access by those who
need it.
Zena Newman, John Lewis
Partnership
”
“ With more than thirty
thousand files being added a
month, ICON currently stores
and manages over two million
files for its clients.
Louisa Sugden, ICON
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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Communicating an accurate, current and costed brief to the construction team
can be a difficult task for a designer. Holding specification information in the
right format should ensure the accurate implementation of requirements on
site.
Specification Management System ICON’s Building Design Specification Management System allows you to effectively
communicate the latest requirements and specifications to property design, fit-out
and delivery teams.
Using ICON’s design standards system, specifiers are able to ensure
that the exact, non-conflicting information requirements are
available at any time to those responsible for delivering construction
projects.
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ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Specification Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
Typical Content:
Corporate Branding Guidelines
Policy Documents (H&S, Environmental, Corporate Social
Responsibility etc.)
Typical Plans, Operational and Layout
Guidelines, Design Guidelines
Space Planning Guidelines, Area
Schedules
Construction and Shopfitting Details
Engineering Services Specifications
Signage Guidelines
Schedules for Equipment, Finishes, Doors & Ironmongery, Lighting,
Signage etc.
Room Datasheets
Supplier Details
Specifications for the design and fit-out
of buildings have traditionally been
communicated using paper-based or
electronic manuals which are distributed
periodically.
Organisations which have adopted a
document management system often find
it ends up being a ‘dumping ground’
where no-one coordinates new
information or removes out-of-date files.
Consequently, it is difficult for users to
find what they are looking for and
potentially damaging to a project, with
different files giving conflicting
information.
Users find they cannot rely on the
accuracy of the data and then lose
confidence in the information, reverting
instead to the specification from the last
project, which may not be current.
The ICON Solution
ICON’s Design Standards solution
overcomes these problems by effectively
managing all changes to the information
as they occur, so the information is
always current and users can establish
and maintain confidence in it. It does this
by adopting a ‘no duplication’ principle,
so that when a standard changes, there is
only one place to make the change, but
the effect is apparent throughout the
system.
The System also manages information
relating to any aspect of the build and fit
-out process. It works equally well with
large or small quantities of data, as well
as prescriptive or performance-based
information.
The ICON Service
A unique feature of the system is ICON’s
complementary support service that
helps you to efficiently manage all
aspects of your standards. After initially
collating, rationalising, formatting and
populating the system with your current
information, we can then pass content
management back to you or maintain and
manage it on your behalf. See our
services page for full details.
”
The ICON System provides me with
the information I need as a designer to
specify the finishes and equipment
needed to ensure that the brand is
applied correctly to a new store.
Anthony Milne, Wates Design
“
”
The key benefit of The ICON
System is that users know the data is
reliable… when something is changed in
one place, it changes everywhere
without fail.
Bernard Novell, Waitrose
“
” “ The ICON System is very well structured and covers all areas of Building
Standards in detail, in order to produce drawings and details, and fulfil
schedules of information required for the contractors master programme.
Robert Edkins, Farrell & Clark LLP Architects
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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We understand that sharing CAD libraries, drawings, details and models can be
difficult, especially when the project team is working in disparate locations. As
with information held in a BIM system, there is always the danger of
inconsistencies - but not when utilising the ICON System.
CAD and BIM Integration Being able to effectively and fully utilise a CAD application is a key part of the
design process for many companies and organisations. With Building Information
Modelling (BIM) it is the ‘information’ as well as the graphics that is important.
As Autodesk Registered Developers, we’ve been able to integrate
AutoCAD, Revit and 3ds Max with the ICON System.
The system's web-based CAD Library, specification and document
management solutions means it’s easy to share information, ensuring
there is only one master set information.
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s BIM and CAD Integration solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
CAD Drafting
Utilising Autodesk’s i-drop® technology,
users can drag and drop equipment and
layouts directly into AutoCAD, Revit or a
3ds Max model.
Hyperlinks link back to the corresponding
equipment specification in the ICON
System allowing users to access details
such as photographs, costs,
specifications, suppliers, etc..
With Revit, the specification information
held in the ICON System can be linked
into the Revit project for scheduling and
reporting.
Fully compatible with ICON’s Project
Collaboration solution, additional
functionality includes:
Customisation to assign
information such as department
names, area allocations and
commodity assignments
Shelving profile specification
(planograms)
Automated gondola bay and run
numbering
Work with standard layers, text
sizes, dimension styles, and title
sheets.
Full version history
Equipment Scheduling
We provide integrated AutoCAD
scheduling:
Automatically schedule from
AutoCAD to Excel or back to the
ICON System
Create project specific cost
schedules and directly compare to
the specification 'ideal'.
System Requirements
ICON’s CAD integration solution is
compatible with all versions of AutoCAD
from 2000i to 2011. All versions of Revit
and 3ds Max are supported. AutoCAD LT
is supported, but with limited
functionality. Note: i-drop® functionality
requires Internet Explorer.
” “ Using ICON's CAD scheduling functionality you can match a list of equip-
ment found in a CAD model with items on the website, thereby checking a
proposed layout against the brief for quantities and costs.
Alison Thompson-O’Connor, ICON
”
“ When importing an existing
library into the ICON System,
ICON will help you agree and
introduce industry recognised
CAD drafting standards.
Chris Lovelock, ICON
CAD Library Creation:
When creating or importing an existing
library into the ICON System, ICON can
help you agree and introduce industry
recognised CAD drafting standards such
as:
Rationalising block names and layers
Setting consistent text and dim styles
Rationalising block insertion points &
rotation angles
Purging unneeded information
Adding hyperlinks to equipment
specifications
Automating the process of updating
existing drawings with the new library
and standards
Easily build-up 'ideal' room,
department or complete property
layouts.
Drag and drop straight into AutoCAD, Revit
Architecture or 3ds Max.
Apply shelving profiles and commodities.
Schedule from CAD to a corresponding web-
based specification.
© ICON - Feb 2012
Update a Revit project with accurate
information from the ICON Design Standards
solution.
Request a
demonstration:
If you would like to
know more, please
call us on the number
below and we will
arrange to give you a
demonstration.
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Accurate tracking and reporting on the dates facts and figures that are
associated with any project roll-out can be problematic, especially where the
knowledge is held by many disparate parties.
Project Tracking This flexible, highly customisable tool allows Construction Project Managers, the
Design Team and others to successfully collaborate and exchange accurate
information in real-time.
With ICON’s Properties and Projects solution, individuals directly
update the information they are responsible for. Project managers
can then report and analyse that information, across sets of projects,
whenever needed.
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ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Project Tracking solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
Key Features:
Clients, Architects, Contractors and other
consultants have many issues which need
to be addressed efficiently to ensure the
successful delivery and completion of a
construction project.
Two key areas are sound management
procedures and the communication and
tracking of information that is gathered
throughout the project.
Others issues include:
Tight project timescales
Maintaining quality
Managing budgets and resources
Managing safety requirements
Secure access to information
Tracking who created, viewed and
changed what and when
Establishing excellent and proven
business practice is essential to a
successful project, but equally important
is a sound implementation strategy and
the proper tools to make it happen.
The ICON Solution
The ICON Properties and Projects solution
has been designed to address these
issues. This flexible, highly customisable
tool allows Construction Project
Managers, the design team and others to
successfully exchange accurate
information in real-time on many aspects
of a construction project. The solution
can be used to manage all information
pertaining to any number of properties
(e.g. ‘as built’ information), as well as
tracking all activities (e.g. projects)
which occur on those properties.
Unlike most other property management systems, as well as storing documents, The ICON System also stores ‘dynamic’ data, i.e. dates, facts, figures, logic, contacts, etc. This means that customised reports can be generated across a series of projects, allowing ‘comparisons between’ and ‘summaries of’ multiple projects and pre-defined events.
” “ The ICON System keeps me updated by email with any changes updated
onto the site and the search option is very good. It gives me online access
to the latest Specifications, which is beneficial for my type of work.
Cornelius Clancy, Bamber and Reddan Architects Ltd
Contributors manage relevant data
directly
Updates are made in real-time for
instant feedback
Fully customisable - you decide what
you want track and to report on
Data stored in the correct format,
e.g. a date as a date, not text
Instant reports on live data
Plan the stages of a project and pre-
define events
Repository for all historical, current
and upcoming projects, surveys and
maintenance
”
“ Generally responses happen
very quickly, because the
system has been created with
a good structure that easily
allows for requests and
modifications.
Bernard Novell, Waitrose
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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Key Performance Indicators are used by many industries to track performance
and drive improvement. KPIs can also be used to measure progress towards
goals and assess if procedures are being delivered in a cost effective manner
with a view to ensuring value for money.
Key Performance Indicators Using ICON’s Properties and Projects solution, KPIs can be created to record and
review performance assessments for a whole range of activities.
The ICON’s KPI solution can be used for a broad range of KPI scoring
and reporting, from cleaning contractor performance to the
construction of multi-million pound projects; comparing results across
sets of review periods.
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ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
”
ICON’s KPI solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
“
Key Performance Indicators (KPIs) are
used by organisations to help define and
measure progress toward goals. They are
widely used in the Construction Industry
to help benchmark performance on issues
critical to the success of a projects.
Project Managers can use KPIs for
monitoring and to help ensure continuous
improvement.
Construction Industry KPIs can be used
to:
Monitor costs
Track punctuality
Increase client satisfaction
Identify strengths and weaknesses
Compare cross-project
measurements
The ICON Solution
Using ICON’s Properties and Projects
solution, KPIs can be created to record
performance assessments for a whole
range of activities.
The KPIs can be set up with either a
simple or an in-depth level of recording;
whatever is appropriate to the project.
Once a KPI structure has been created, it
can be used on as many projects as
required. Analysis and reporting can be
carried at any point during the project.
Data can be analysed via a series of pre-
determined reports and graphs, and can
be exported to Microsoft Excel if further
detailed investigation is required.
An example of the use of a simple
method of measuring would be when
recording the ‘Reportable Accident
Frequency Rate’ (RAFR). This would be
used to measure a contractor’s
competence in the management of
Health and Safety on site. If there were
no RAFRs on a project, this could be
deemed ‘Acceptable’; one or more could
be deemed ‘Unacceptable’.
Others may be looking for a much more
specific KPI measure, perhaps scoring
between 1 and 10. In such an instance,
clear guidelines must be provided to
enable consistent scoring across projects,
which is important to achieve valid
comparisons. An example here would be
recording the ‘All Accident Frequency
Rate’ (AAFR or AFR). Here, if an accident
was recorded within one week of
completion the score might be 10, within
2 weeks it might be 5, outside of that
timescale, 0.
Links
The Health and Safety Executive:
www.hse.gov.uk
Reporting of Injuries, Diseases and
Dangerous Occurrences Regulations 1995:
www.hse.gov.uk/riddor
Constructing Excellence:
www.constructingexcellence.org.uk
The ICON system is a very cost-
effective way of keeping our
records in order. We employ a
number of contractors across the
country but now they are all
recording and monitoring to the
same set of standards and
indicators.
Colin Halsall, Somerfield
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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The collation and storage of and access to a building’s Health and Safety file is
a legal requirement for all commercial property owners. At the end of a
construction project, it is the responsibility of the CDM Coordinator to ensure
that a Health and Safety file is compiled and handed over to the client.
Health and Safety Manager Compilation of the Health and Safety file ‘as you go’ during a building’s
construction phase, then continue to effectively manage all related documentation
throughout it’s lifespan.
ICON’s Properties and Projects system allows the Health and Safety
file to be collated during a project ready for handing over to the
client. It also allows any Health and Safety information collated on
subsequent projects, taking place at the same building, to be easily
merged into a single location for each property.
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ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Health and Safety solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
Links:
The Health and Safety Executive:
www.hse.gov.uk
Reporting of Injuries, Diseases and
Dangerous Occurrences Regulations
1995: www.hse.gov.uk/riddor
Constructing Excellence:
www.constructingexcellence.org.uk
Compliance with the Health and Safety at
Work Act, Construction Regulations and
conducting risk assessments are all vital
when running any construction project
safely.
The ICON Solution
ICON’s Properties and Projects module
has been developed to allow users to
manage their Health and Safety
information efficiently and
professionally. The system offers:
A centralised Health and Safety file
with single point data entry
Links to all relevant documents
The facility to grant user access levels
as 'read only' or 'edit'.
Printing of any document in the file
Version control of key documents
Automatic audit trail, enabling the
administrator to track access to and
use of the system
A platform to promote a proactive
approach to Occupational Health and
Safety
Comprehensive risk assessments
Corrective and preventive actions
The ability to trace root problem
causes
The project team or person responsible
for Health and Safety can have
immediate access to key files and
associated documents including O&M
Manuals and sub-contractor details. The
information can be kept up to date in a
timely manner and will prove vital in
ensuring effective communication.
The Health and Safety file is not just
active for the duration of the project
build, but for the entire lifecycle of the
building, from concept through to
demolition. The information is not static,
but changes in line with any alterations
to the building or at any time an
inspection is made. The ICON System has
been built to accommodate these
changes and ensure that information is
always accessible and up-to-date.
” “ Using the ICON System to hold
our Health and Safety file is
saving us £5,000 per site.
Phil Digby, Travis Perkins
”
The system enables me to gain
quick and easy access to equipment
listings, supplier contact details and
branch specifications. Within my role,
this information is invaluable when
trying to source parts for existing
items on site.
Laura Bayley,
Maintenance Management
“ ”
“ The health and safety wizard
works beautifully.
ICON System Client
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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Even with a small property portfolio there is a significant amount of
information that needs to be stored, tracked and dealt with in a timely
manner.
Enterprise-wide Property Management Anyone responsible for estate management will be well aware that there are a
multitude of tasks, issues and legal requirements that need dealing with on a
regular basis.
With ICON's Property Management Solution companies have the
chance to consolidate many disparate systems and processes into one
central enterprise-wide system.
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ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Property Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
Typical Issues:
The Issues
In many businesses important property related information is held by different people, in different departments, in different formats and in different locations. Within larger organisations property information is often kept within bespoke or off-the-shelf systems, with no function for sharing or linking
information.
Disjointed information causes a host of issues; duplication and conflict of facts, uncontrollable document version control, difficulty locating information, no central source of information, vital deadlines are
missed and non-compliance occurs.
The ICON Solution
Implementing the ICON System does not have to change your business’s working practices or processes; the system can be configured to replicate the way your business works, making the transition to utilising the ICON System smooth and without disruption. A phased implementation programme ensures user confidence is built and up-front costs are
nominal.
The Bigger Picture
Any large company with a portfolio of properties will face similar issues to those experienced by ICON's existing clients before their implementation of the ICON System; properties need managing and properties need
maintenance.
At the simplest level a company will need to know information about its property portfolio. With the ICON System all relevant information is held in one collaborative central place with permissions based access to ensure the
right people see the right information.
Document handling is a key part of the ICON System. Effective document handling ensures information is readily available; a project manager might want to view upcoming property projects, a facilities manager can view which equipment items need replacing during a period of time and whether compliance
certification is current etc.
Reporting
The ICON System allows reporting across the whole property portfolio. Finding key dates, facts and figures is easy for all
users.
How many properties do we own?
Where are they?
What is the phone number?
Which are leased?
What is the total rental income?
What is the total rental income by
region?
What's the floor area?
Which surveyor is responsible for it?
Where's the current CAD floor layout?
I need to see photographs of the
entrance?
Let me see the opening day video
”
“ The ICON System has the
ability to manage information
on all our branches, including
projects in the pipeline,
projects on site, projects
completed as well as link to
the specifications used during
these projects.
Bernard Novell, Waitrose
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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As well as potentially breaking the law, those who do not perform regular
statutory tests are exposing themselves to other risks such as invalidating
building insurance cover.
Statutory Certification Property owners and company directors can take a major step towards ensuring
that their properties’ equipment and services are regularly tested and correctly
maintained by using the ICON System to manage the processes involved.
Using the ICON’s solutions it is possible to locate all required
certification in one easily accessible place. The system encourages a
proactive approach to certification management and has proven cost
savings, the most immediate being the removal of a requirement for
multiple systems, by using just one.
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ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
”
ICON’s Statutory Certification solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
“ Legislative Acts and Regulations:
Health & Safety at Work Act (HSW) 1974
Management of Health & Safety at Work
Regulations 1999
Electricity at Work Regulations 1989
Workplace (Health, Safety and Welfare)
Regulations 1992
Provision and Use of Work Equipment
Regulations (PUWER) 1998
There are a number of important legal
responsibilities with regard to ensuring
that a property's equipment and services
are regularly tested and correctly
maintained. Where a property is used by
the public, these requirements are even
more onerous.
Regular inspection and certification must
be undertaken on systems and equipment
such as:
Air Conditioning Systems
Auto & Manual Doors and Shutters
Dock Levellers
Emergency Lighting
Fire Detection
Fixed Circuit Testing
Heating & Ventilation Installation
Legionella Audits
Lifts
Portable Appliance Testing (PAT)
Smoke Vents
Sprinklers
To ensure compliance, tests must take
place within certain timescales and
signed certificates be readily available at
the property for inspection as and when
required.
The ICON Solution
Using the ICON Properties & Projects
solution it is possible to:
Upload a certificate to its related property
Enter valid-from and valid-to dates for the duration of the certificate
View upcoming and overdue inspections at a property
View upcoming and overdue inspections across a whole portfolio of properties, searching, filtering and grouping as required
View certificates from head office or on-site as and when needed
Despite the system being
complex it is easy to use and
navigate. It is quite intuitive
in its use of images and text
and provides a basic logic for
everyone to find what they
need.
Bernard Novell, Waitrose
© ICON, Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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With large property portfolios, dealing with the amount of information that
needs to be held and managed can be a huge task. Statutory certification, risk
assessments, structural surveys, condition surveys and asset management
registers all generate considerable amounts of data that can be difficult to
access, asses and analyse.
Survey Information Management An efficient and cost-effective system for recording and managing various types of
survey, providing access to valuable and accurate information.
Using ICON’s system, surveyors and inspectors can record survey
information on-site, ensuring that assets and any issues there may be
with them, are recorded correctly. Reports can then be viewed across
a set of properties providing information such as estimated
maintenance costs, priorities and timescales.
insert secondary photo here
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Survey solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
Key Features:
Configurable, flexible data
structures to suit your requirements
Ability to track changes
Option to attach photographs, CAD
drawings and other documents
Flexible management reporting
Property asset registers
Manage to manage repair costs, tracking capital and revenue
expenditure
Capacity to track fees, contingencies and preliminaries for
accurate budgeting
Even before a building is completed, a
requirement to start managing the
building structure begins. With older
buildings, and as buildings age, the
management tasks become greater and
more onerous.
The ICON Solution
The ICON System provides a seamless,
efficient approach to assist in the
management of the following types of
surveys / activities:
Condition, Building and Engineering
Surveys
Schedules of Condition and
Dilapidation
Legionella and Fire Audits
Suitability and Health and Safety Risk
Assessments
Intruder Alarms, CCTV
Lifts, Escalators, Dock Levellers
H&V
Data Collection
ICON has developed a highly efficient and
cost-effective system for managing
various types of surveys, which provides
valuable, real-time accurate information.
Using a PDA or laptop on site that is
connected to the Internet, a user can
input information directly to The ICON
System. Alternatively, data can be
collected on site and transferred to The
System once back in an office.
Data Analysis and Reporting
Wherever possible, information is held in
The ICON System as data and not in a
document format. This means that the
data is better structured and more easily
interrogated. A significant feature of The
ICON System is the ability to report
across a set of surveys, rather than just
on a survey-by-survey basis. Users of The
System have welcomed this time-saving
comparison tool.
”
“ We have an application that
allows us to share real time
information with large project
teams (both internal and
external). Loading information
is simple and intuitive.
Nicole Bourke, Boots UK Ltd
” “ The website enables me to gain quick and easy access to equipment
listings, supplier contact details and branch specifications. Within
my role, this information is invaluable when trying to source parts
for existing items on site.
Laura Bayley, Maintenance Management
© ICON - Jan 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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The ability to have clear and effective communication with instant alerts will
reduce liability. As well as seeing who has been notified about an issue, it can
also be very important to be able to monitor who has not received an alert.
Announcements and Notifications Communicating important information to a range of people is vital in any business.
When sending information in response to issues and events it is important to
ensure that recipients are immediately notified of critical changes which require
urgent attention.
ICON's Announcements solution allows the tracking and notification of
information being disseminated to groups of interested parties.
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Announcements solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
The ICON Solution
ICON recognised that it is necessary to
have different alert levels for different
types of announcements. With the
standard set-up the system has three
alerts levels:
Low priority: a system message
displayed when logging in to the
ICON System.
Medium Priority: as above and
also an email is sent from the
system to users' email addresses.
High Priority: as both above and
also a text message is sent to
users' mobile phones.
All of the above notifications give the
users a brief headline of the issue; the
system holding the full details of the
announcement.
Configuration
The solution can be used for any type of
alert or notification. Alert types are
template driven and can therefore be
configured to record and send whatever
information is needed. The
communication subject is entirely up to
the administrator.
Security
From a security point of view, the system
only lets users see what they need to
see. The administrator retains full
control over who can issue an
Announcement. The solution integrates
with existing user profiles in the ICON
System it is configured on. Different
users groups can be set-up by different
announcement type i.e. Employees,
Suppliers, Consultants, etc.
Reporting
An important part of the process is the
creation of a status report. If a text alert
is sent it usually requires urgent
attention and is imperative that all users
have received the text message. The
status report shows a list of all recipients
and the status of the text message, being
‘successful’ or 'un-successful'.
” “ When an announcement is sent a PDF file of all its information is created.
This can be configured to a format already used by the client so that when
the system is introduced, it is a layout that recipients are familiar with.
Chris Lovelock, ICON
”
“ As it may take a few days for
an incident to be resolved we
have provided a versioning
facility so that it is possible to
track back through the
progress of an alert.
Lee Batchelor, ICON
Benefits:
Clear communication
Allows administrators to send alerts
to time critical situations
Reduces liability
Can be used to communication
knowledge and best practice
between groups of users
Contact a whole user group, or pre-
defined sets of users, at the click of
a button.
Select Announcement Type i.e. Health &
Safety Incident.
Fill out information as appropriate.
In the notification section specify the
announcement type.
© ICON - Feb 2012
Select team users, then send the
announcement when ready.
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
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The ability to access emails, files and contact details wherever an Internet
connection is available has become a necessity for many business
professionals.
ICON System Mail Web-based email systems started to become widely adopted in the mid 1990’s.
These days there are many systems available which are in constant use by millions
of people around the world.
The ICON System Mail functionality provides a web-based inbox,
address book, calendar, tasks, feedback, mailshot and user access
management system which integrates with all the other ICON System
solutions.
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Mail solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk
Inbox
The messages section provides a single
location for all messages sent to an
individual via the website.
There are a number of options to search
for messages. Messages can be sent and
forwarded to other users, with or without
attachments. They flagged as read,
unread or important. There are options
to create personal message distribution
groups and customisable message
footers.
Address Book
The address book allows simple viewing
of company, user and property contact
details. It is split into four tabs:
1. User contact information
2. Company contact information
(including suppliers)
3. A property address book
4. A personalised address book where
users can add favourite contacts.
Google Maps functionality is utilised to
display location details. There are search
and filter options to help get to
information quickly.
Calendar
The calendar consolidates tasks, events
and reminders into a single location.
Users can add events to the calendar,
personalise their calendar view and share
events with other site users.
Administrators can set site-wide events,
such as bank holidays, recurring meetings
and website maintenance.
Tasks
The tasks system allows enhanced
tracking of tasks and documents issued. It
provides at a glance indication of tasks
requiring action. It also allows project
managers to easily handle multiple
system access requests and notifications.
” “ Any fool can make things complicated, but it requires a genius to make
things simple.
E.F. Schumacher
”
“ The ICON Mail system,
simplifies and logically
structures a number of the
day-to-day user and
administrator tasks into one
simple interface.
Trudi Day, ICON
Task Management:
Manage multiple project access
requests
Electronic signoff of processes
View and approve documents
Manage change requests
Manage user registrations
View and manage document
notifications, project access
requests.
Set messaging options.
Quickly find company information.
© ICON - Feb 2012
Manage dates, recurring events, etc.
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
Manage mailshots.
Easy access to all contacts.
Case
stu
dy
Insert client logo here
insert primary photo here
”
“ Counting the cost for ASDA
The ICON system gives us one version of the truth. It is a very
accessible paperless system that provides an audit trail of all changes,
keeping both internal and external users completely up to date with new
and revamped store development.
Anne Stubley-Black, Model and Process Manager.
” “ The ASDA ‘Info Manager’ website has greatly increased our ability to
produce consistent, accurate store plans through having a standard
block library linked to a datasheet entry for each item of equipment.
Mary Hamilton, General Manager Store and Space Planning.
“ ”
The website allows the team to access up to date cost plans and
specifications no matter where they are, helping us to land our
schemes efficiently.
Steve Smith, Head of Fixture Implementation.
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
The ICON System Cost Modelling solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information about the ICON System and ICON’s unique complementary support service, please contact 01858 468345 or visit www.iconsystem.co.uk.
Counting the cost for ASDA
When Anne Stubley-Black, Model and Process Manager for supermarket giant ASDA, was given the responsibility for looking after the specification of all the fixtures and fittings that go into ASDA stores she got a bit of a shock. She was handed two large box files full of random information on fixtures and fittings used in the
Stores, and that was it.
It was then that Stubley-Black began to think about how she could introduce a more structured method of controlling such an important aspect of ASDA’s business. “I realised immediately that we had to get the process computerised with some sort of database otherwise, with our programme for expansion, we would have had difficulty landing consistent schemes within budget,”
explains Stubley-Black.
“At the time we were working with a design company on some new fixtures and they were already using a similar system from ICON, so we invited ICON to demonstrate it. When they came, we were very impressed; not only did it do exactly what we wanted it to do, but it also offered the
potential for a whole lot more functionality.”
Inputting the data
“The initial setting up of the system took about four months. To be honest however, most of that time was taken up with us gathering all the specifications, costs and supplier details for all the fixtures and fittings that we wanted to be
entered onto the database.
“We started with our ‘standard’ 40,000 sq. ft. model store size, listing all the items on the sales floor, along with the quantities required for these. The database now holds around 2,500 items, each with its associated cost. This controls the information for every area of a new or revamped store including back of house, offices, cafés and the sales floor. Everything from fork lift
trucks right down to knives and forks is specified.
“With access to the data via a dedicated website, it is available 24/7 for all those authorised to use it. Not only that, but it is also a very easy system
for the diverse range of users to access.”
Consistent and reliable information
As the information is only entered onto the system once, not only does it save time, but also it means that everyone – both internally and externally – is using the same data. This control enables ASDA to get an accurate and reliable total of how much it costs to furnish each store to a standard specification. As Anne Stubley-Black puts it, they have “one version of the truth” and that makes
life easier, saving time and money.
“As changes to fixtures and fittings happen throughout the year,” continues Stubley-Black, “we now have a benchmark as to how much the 40k model store and Living store should cost and can therefore measure our savings. On the home page of the website, the opening cost for these models as of the 1st January is compared against today's cost and the savings so far, so it’s front of
mind whenever you visit the website.”
“Of course, with changes happening all the time it is vital to keep track of them and the ICON system
handles this very effectively via the ‘design issue
“sheet’ which is a formal notification of change. I
do the creation of all of the design issue sheets
and a colleague implements them on to the
system. Each Sunday night an email is then
automatically generated and sent to the people
that need to know about the change.”
Accessible information
Since setting up the system based on the 40,000
sq. ft. model, ASDA has added a further eight
model store sizes. Recently, they have also
included all their building construction standards
as well, covering everything from the flooring,
walls and roofing to the sanitary ware, locks and
hinges.
“The great thing about the ICON system,”
enthuses Stubley-Black, “is the accessibility.
ASDA colleagues and external supplies all have
access to the system via the website and are all
working form the same ‘hymn sheet’ so to speak.
And because the system is permission based, the
information that people see can be limited on a
‘need to know’ basis. Costs, for example, can
only be seen by some ASDA colleagues, but not
others.”
“Besides myself, the main users of the system are
the procurement department, fixture managers
(who order everything for the new stores and
revamps), store planners, construction managers,
architects, suppliers and quantity surveyors.”
Saving time designing a new store
To improve the accuracy when designing new and
revamped stores ICON has linked its system to
ASDA’s AutoCAD package. All the items that are
shown on the store plan have an AutoCAD ‘block’
and that block links to an item on the web-based
system. The store planners can also drag & drop a
block straight from the website into a store CAD
plan. As it is an ‘intelligent’ block, if you click on
it you will get the data sheet showing a
photograph of the item with information about it,
along with any attachments and risk assessments.
“Each store model is essentially made up from a
selection of jigsaw pieces,” explains Stubley-
Black, “and having the ICON system linked to
AutoCAD gives the store planners and fixture
managers total flexibility. For example, we only
have three sizes of customer cafés and two sizes
of photo shops, so if the fixture manager doesn’t
want to download the 30,000 sq. ft. model,
because the store is a bit unusual, he can actually
select the most relevant size packages for his
store and download those for his scheme.”
“We also load shelving profiles onto the
system. These are represented by a unique
number that’s allocated to a bay in store; via
this, the shop fitters know what kit needs to
go in each bay and a supplier knows how many
shelves are needed per bay. This means the
store planners can select ‘grocery, baked
beans, three bays’ and the system drops the
numbers in and puts baked beans as the
category name in front of it.
Before we got the system we used to have to
type all this information in manually, so it
saves a huge amount of time and eliminates
mistakes.”
Cost effective brand consistency
The ICON system has enabled ASDA to
maintain a totally consistent brand identity
for its stores whilst minimising the costs.
Anne Stubley-Black again, “If an item is used
in several different areas in a store, the ICON
system ensures that it is always to the same
specification and purchased at a uniform
price.
Friendly and easy to work with
“Working with ICON is a pleasure. When we
request something they respond very quickly
and I’ve always found them really helpful,
very positive and keen to look for ways to
improve the system.”
“In terms of payment, there was an initial one
-off cost to install and implement the system,
along with an on-going monthly fee. This
monthly fee, however, is not based on
individual user licences; instead it is based on
the amount of information we hold on the
system which is a much fairer method of
payment,” concludes Stubley-Black.
© ICON - Feb. 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
Case
stu
dy
Insert client logo here
insert primary photo here
” “
ICON solution for Somerfield’s ‘clean store’ approach
“We need to be able to track performance with everything we do but store
cleaning is a very visible part of our work.”
Colin Halsall, Central Procurement team Somerfield
” “ Live information is available 24 hours a day, seven days a week, which keeps
employees and contractors up to date whilst on site whether they are carrying
out a task, implementing a project, building a store or undertaking a condition
survey.
Michelle Nicholls - ICON
“ ”
Through key performance scoring and reporting we can compare sets of results
against a number of indicators and measure the progress towards goals. We can
also assess whether the procedures are cost-effective.
Colin Halsall, Central Procurement Team – Somerfield
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
The ICON System KPI solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information about the ICON System and ICON’s unique complementary support service, please contact 01858 468345 or visit www.iconsystem.co.uk.
The Challenge
There are 770 Somerfield stores across the
UK, each needing to be cleaned thoroughly,
regularly and effectively.
Different cleaners and operators have their
own ways of working but with the
introduction of key performance indicators,
the tasks and outcomes need to be unified
and monitored centrally.
Colin Halsall, of Somerfield’s Central
Procurement Team explains: “We need to
be able to track performance with
everything we do but store cleaning is a
very visible part of our work.
“If one store is visibly cleaner than another
we’re not just letting down the customer,
we’re failing to protect our reputation and
brand as we should. It’s important that
whenever customers visit a store they’re
confident it’s maintained to the same
standard as the best.
“To achieve this we must be sure that
cleaning staff, whatever location and
whatever the task, know what the
expectations are, how performance will be
measured and how it’s recorded.
“If it’s not recorded accurately, much of
the evidence for good cleaning standards is
perceived, anecdotal or reliant upon the
answers to questions within wider reaching
satisfaction surveys.
“The major problem in establishing a set of
performance measures is that, initially,
they are full of positive learning. But then
the organisation and individuals lose their
sensitivity to the indicators, learn to live
with them and eventually make them
obsolete.
“There’s also a problem about how long is
an indicator’s useful life-span? Is it one
year, three years, seven? Our aim was to
create a single, holistic system to achieve
real efficiencies and drive forward
improvements in all areas of store
cleanliness. It’s also important to have a
system that can react and adapt to
change.”
The Solution
The ICON system is made available on a
SAAS (Software as a Service) model. This
means there is no upfront investment in
costly hardware and software by the
customer.
It alleviates the burden of maintenance, on
-going operation and support and is
provided ‘on demand’, the customer only
paying for the elements in use.
ICON is unique in offering a dedicated
content management team for each client.
The teams specialise in the management of
client information, providing an invaluable
level of support and expertise.
The company works with clients to identify
particular needs and then advise on the
areas of the ICON system that can provide a
solution. To do this, ICON employees have a
range of expertise such as construction,
architecture, retail, civil engineering and
IT.
The company’s experience in implementing
both large and small systems means that
ICON can help plan a strategic direction by
identifying opportunities for improvement,
targeting specific areas of value, and
helping to integrate the system so that it
delivers to expectations.
“Live information is available 24 hours a
day, seven days a week which keeps
employees and contractors up to date
whilst on site whether they are carrying out
a task, implementing a project, building a
store or undertaking a condition survey.”
“The ICON system is a very cost-effective
way of keeping the records in order. We
employ a number of contractors across the
country but now they are all recording and
monitoring to the same set of standards
and indicators,” adds Colin Halsall.
The work with ICON – a software as a
service solution - has enabled Somerfield
Stores to establish and maintain a range of
performance indicators that are accessible
on line, and that will help ensure all stores
are cleaned and maintained to the same
standard.
“Through key performance scoring and
reporting we can compare sets of results
against a number of indicators and measure
the progress towards goals. We can also
assess whether the procedures are cost-
effective.”
“Since starting the work with cleaning
KPIs we’ve added a document exchange
facility, which is shared by a number of
people, and which relates to issues such
as Health and Safety and Security. The
checks and balances that we’ve put in
place dovetail into other areas, an added
dimension that’s working well.”
The Future
“Taking the work to date a stage further,
we’ll be able to use Personal Digital
Assistants (PDAs) to allow managers to
undertake cleaning condition surveys in
the field.
“This removes the need to input
information onto paper before putting it
onto a computer, so avoiding any risk of
information being ‘lost in translation’. At
the click of a button the user can upload
a presentable, up-to-date version of the
findings.”
© ICON - Feb. 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.
Case
stu
dy
Insert client logo here
insert primary photo here
” “
Saving costs and improving communication for
Sainsbury’s
We wanted a system that would give us greater confidence in the accuracy of
the information being shared, both in terms of day-to-day management of stores
and the rolling out of new developments.
Richard Barham, Standards Manager - Sainsbury’s
” “ Throughout the process ICON demonstrated a willingness to work with us,
rather than for us and that is a key strength of theirs. Their people are
enthusiastic, knowledgeable and dedicated.
Richard Barham, Standards Manager - Sainsbury’s
“ ”
The ICON System website for Sainsbury’s holds over 4,500 specification
items. Every month there are more than 3,500 logins coming from the
users of the 780 companies registered on the website.
Michelle Nichols, ICON
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
The ICON Specification Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on The ICON System and its unique complementary support service, please contact 01858 468345 or visit www.iconsystem.co.uk.
The Challenge
To keep the myriad of stakeholders
informed in real time as to the very latest
developments regarding the complex
nature of modern building design and
specification requires a robust and reliable
communication system. This system must
also provide a seamless link through the
project roll-out phase to the on-going
property management.
Prior to partnering with ICON, Sainsbury’s
had used a static platform for this
communication process. It had become
increasingly clear, however, that this static
system could no longer cope with the large
volumes of information being generated.
Richard Barham, former Standards and
Website Manager at Sainsbury’s takes up
the story, “We realised that only a more
dynamic and flexible system could meet
our communication needs. Also, we wanted
a system that would give us greater
confidence in the accuracy of the
information being shared, both in terms of
day-to-day management of stores and the
rolling out of new developments.”
The Solution
Sainsbury’s went through an exhaustive
evaluation process of ten similar systems
before short listing three. Barham again,
“We finally selected the ICON System not
only because we found it to be the most
intuitive, a factor which was one of our
core drivers, but also in view of the fact
that it was a cost effective solution.
“Previous experience of working with ICON
had given us the confidence that they could
deliver and we were greatly encouraged by
their approach which is definitely
partnership based rather than purely
commercial. For us it was critical that the
new package wouldn’t be restrictive but
would allow flexibility in both design and
usage.
“The ICON System has made it faster and
easier to update vital information. It has
simplified publishing and enabled us to
keep track of inputs and changes; following
such changes we can easily advise all the
relevant parties that updates have been
made. This means we can be 100%
confident that accurate data is being used
throughout the process.”
As an added security, the system allows
different permission levels to be allocated
to users; this ensures individuals only have
access to the information each needs to
know. ICON’s system makes it easy for
Sainsbury’s to publish one design standard
thereby ensuring that users are able to
meet the required design criteria. The
system’s central information library
eliminates the need for paper records and
allows Sainsbury’s to manage its costs much
more effectively.
Delivering Results
Implementation of the system was very
smooth as Barham extols, “We felt ICON’s
support was excellent. Although system
rollout came at a difficult time for us, with
departments being reorganised and roles
being revised, the ICON team were always
professional and extremely helpful; they
seemed to go out of their way to provide
the support we needed.
“Throughout the process the ICON team
demonstrated a willingness to work with us,
rather than for us and that is a powerful
strength of theirs. Their people are
enthusiastic, knowledgeable and dedicated.
They didn’t just provide a standard system,
they listened closely to our issues and
created a system that answered our
concerns and provided real benefits,”
explains Barham.
The sheer size of the Sainsbury’s
organisation demands that the system is
intuitive enough to eliminate the need for
excessive time and resource-consuming
training. Barham again, “The ICON System
has clearly been designed to make it easy
to use for operators at all levels. After
only basic instruction, you can quickly
navigate your way around the system and
this was a vital factor in our selection
process.
“Another great benefit of working with
ICON is the on-going support once the
installation has been completed. They go
beyond expectations, pointing out any
inaccuracies or contradictions in
information being input onto the site. The
team also raise queries when they see
anything that may be inconsistent and,
more importantly, they are able to make
corrections at short notice. All this has
helped us establish a superb relationship
with our account team at ICON, who are
always at the end of a phone when we need
them.”
A Secure Future
The system is now used by over 1,200
people, both within Sainsbury’s and by
their external supply chain. Internal
departments using the system include
Procurement, Development, Health &
Safety, Property and Store Design.
Meanwhile, contractors, architects and
equipment suppliers are among the
external users with access to parts of the
Sainsbury’s site.
“As we look to the future,” Barham
explains, “the ICON System allows us to
trial various new store designs, while
only allowing those stores and users
involved in the trials to share the
information. This not only provides
security, but also eliminates any
confusion that could arise between
existing and new sites.”
Barham concludes, “Everyone using the
system in Sainsbury’s believes that the
reliability and flexibility of it, backed by
the support of ICON, will enable us to
successfully manage the effective
expansion of our stores long into the
future. What is more, we can do this
whilst delivering significant cost
savings.”
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
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Case
stu
dy
Insert client logo here
insert primary photo here
” “
ICON provides Waitrose with efficient data
management for Store Development
The key benefit of the ICON System is that users know the data is
reliable. When something is changed in one place, it changes everywhere,
without fail.
Bernard Novell, Building Standards Manager - Waitrose
” “ The ICON System has been developed by people who have been there and
know what people like us need. The ICON team never say “No, we can’t do
that”. Their motto seems to be “We will find a way”.
Bernard Novell, Building Standards Manager - Waitrose
“
”
In my role as cost consultant for Waitrose, I find The ICON System a very
helpful tool for keeping up to date with the latest building standards.
The system is very simple to use and if I, or any of my colleagues, need
confirmation as to any queries about the Waitrose standards, ICON is
always our first port of call.
Daniel Ward, Cost Consultant, EC Harris
ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk
ICON’s Specification Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.
For more information on The ICON System and its unique complementary support service, please contact 01858 468345 or visit www.iconsystem.co.uk.
The Challenge
Retail is an ultra-competitive arena, with the supermarket sector arguably leading the charge in this tough business environment. Store design, development and maintenance are mission critical to the future of a chain’s brand and must be tightly controlled by management if consistent standards and planned growth are to be achieved. Bernard Novell, Building Standards Manager at Waitrose, explains the situation, “Like most large organisations, we had a system to help us manage this complex process; it had, however, become extremely cumbersome and unproductive.” “Over time, problems developed which rendered it unmanageable. Duplication issues, for example, made regular updating of information very unreliable and the resultant inconsistencies had serious cost implications. Naturally, users lost confidence in the system and every project required extra work just to correct and verify data.” “We knew we had to find a solution quickly that would optimise future projects and manage existing stores. As a consequence, we began scanning the market place to find a data control and integration system which would provide the scope and flexibility we needed.”
The Solution
The grocery giant considered six alternatives prior to choosing the ICON System. Novell again, “Some of the systems we evaluated appeared untrustworthy, whilst others were not suitable because store fitting was only a
small part of their functionality.”
“The ICON System, on the other hand, was tailored specifically to our needs. Based on good database driven methodology, it was already being successfully operated by other organisations in a similar way to our own needs and that gave us the confidence that it would deliver for Waitrose.” “It was vital for us to have accurate real-time information whenever we needed it and the ICON System provided this guarantee. It made it easier in areas such as accessing detailed drawings of a building, ensuring compliance with standards, health and safety issues, assessing project costs and accessing previous supplier information for store re-fits or new-builds.”
A Partnership for Profit
“As part of the John Lewis Partnership,” continues Novell, “We pride ourselves on being a people focussed organisation that is passionate about good customer service. ICON thrives on building good relationships with its clients and that fitted in perfectly with the Waitrose ethos - no one else offered the same level of personal service as ICON.”
Delivering the Solution
“The implementation was much easier than we anticipated,” enthuses Novell, “This is largely because the ICON team was so proactive and helpful. From the off, an Associate Director took total responsibility for the implementation. To meet the agreed timescales, they ensured the right level of input was provided throughout the process. What is more, they still look after the system today.” “When we went live in February 2006 the transition was remarkably smooth and easy. Once users had been trained, information was readily available to access and easy to amend. The database can now be updated at any time and this gives us better control over store design changes or new build projects, saving us time and money.”
“Despite the fact that the system deals with extremely complex issues, it is easy to use and navigate. It has been created with a good structure that enables very quick response times to requests and modifications. Also, it is quite intuitive in its use of images and text, providing a basic logic for everyone to find what they need, when they need it.” Waitrose still publishes a ‘Brand Guard’ book periodically, but users normally access the detailed data online, confident they can rely on the accuracy of the website data at any time.
The Future
Waitrose has recently rolled out its new ‘Mark 5’ store design and Novell is buoyant about the future, “We have a ‘Delivering Growth’ plan, to develop and open a large number of different format stores over the next few years and it would be very difficult to meet these ambitious plans without the accuracy and reliability of the ICON System.” “It can handle different store formats, generate information on different store designs and highlight to architects what is needed for each specific design.” The System is regularly accessed by hundreds of internal and external users. This includes architects, contractors, store planners, developers, engineering and maintenance staff. In addition, in order to co-ordinate and control on-going store development, Waitrose now have branches using the system to identify Non Selling lines more accurately. Novell concludes, “The level of support from ICON has been outstanding; with technically competent staff, their people are experienced, friendly and approachable. They really understand our issues and have that ‘can do’ attitude when it comes to finding a solution to issues.” “I am really pleased we took the decision to use the ICON system and would recommend it to any organisation wanting to manage construction and design projects efficiently and effectively.”
”
The visibility of information allows
us to challenge other departments to
reduce capital costs.
Mike Buckle, General Manager, Step
Change & Standards, Waitrose.
“
© ICON - Feb 2012
Request a
demonstration:
If you would like to
know more, please
call us on the
number below and
we will arrange to
give you a
demonstration.